Writing a Formal Letter

[Pages:14]Writing a Formal Letter

Formal letter writing is undoubtedly one of the most challenging types of letter format. When putting it together, often you are addressing a person or organization with whom you are not familiar and the quality of your content, including spelling and grammar will be strongly scrutinized.

Sender's Address: The sender's address usually is included in letterhead. If you are not using letterhead, include the sender's address at the top of the letter one line above the date. Do not write the sender's name or title, as it is included in the letter's closing. Include only the street address, city, and zip code.

Date: The date line is used to indicate the date the letter was written. However, if your letter is completed over a number of days, use the date it was finished in the date line. When writing to companies within the United States, use the American date format. (The United States-based convention for formatting a date places the month before the day. For example: June 11, 2001. ) Write out the month, day and year two inches from the top of the page. Depending which format you are using for your letter, either left justify the date or tab to the center point and type the date.

Inside Address: The inside address is the recipient's address. It is always best to write to a specific individual at the firm to which you are writing. If you do not have the person's name, do some research by calling the company or speaking with employees from the company. Include a personal title such as Ms., Mrs., Mr., or Dr. Follow a woman's preference in being addressed as Miss, Mrs., or Ms. If you are unsure of a woman's preference in being addressed, use Ms.

Mr. - for a male Mrs. - for a married female Miss - for an unmarried female Ms. - for a female whose status is unknown or would prefer to remain anonymous Dr. - for a person with the status of a doctor

If there is a possibility that the person to whom you are writing is a Dr. or has some other title, use that title. Usually, people will not mind being addressed by a higher title than they actually possess. To write the address, use the U.S. Post Office Format. For international addresses, type the name of the country in all-capital letters on the last line. The inside address begins one line below the sender's address or one inch below the date. It should be left justified, no matter which format you are using.

Salutation "Use the same name as the inside address, including the personal title. If you know the person and typically address them by their first name, it is acceptable to use only the first name in the salutation (for example: Dear Lucy:). In all other cases, however, use the personal title and last/family name followed by a colon. Leave one line blank after the salutation. If you don't know a reader's gender, use a nonsexist salutation, such as their job title followed by the receiver's name. It is also acceptable to use the full name in a salutation if you cannot determine gender. For example, you might write Dear Chris Harmon: if you were unsure of Chris's gender.

Body: For block and modified block formats, single space and left justify each paragraph within the body of the letter. Leave a blank line between each paragraph. When writing a business letter, be careful to remember that conciseness is very important. In the first paragraph, consider a friendly opening and then a statement of the main point. The next paragraph should begin

justifying the importance of the main point. In the next few paragraphs, continue justification with background information and supporting details. The closing paragraph should restate the purpose of the letter and, in some cases, request some type of action.

Closing: The closing begins at the same vertical point as your date and one line after the last body paragraph. Capitalize the first word only (for example: Thank you) and leave four lines between the closing and the sender's name for a signature. If a colon follows the salutation, a comma should follow the closing; otherwise, there is no punctuation after the closing.

Enclosures: If you have enclosed any documents along with the letter, such as a resume, you indicate this simply by typing Enclosures one line below the closing. As an option, you may list the name of each document you are including in the envelope. For instance, if you have included many documents and need to ensure that the recipient is aware of each document, it may be a good idea to list the names.

A Note about Format and Font

Block Format: When writing business letters, you must pay special attention to the format and font used. The most common layout of a business letter is known as block format. Using this format, the entire letter is left justified and single spaced except for a double space between paragraphs.

Font :Another important factor in the readability of a letter is the font. The generally accepted font is Times New Roman, size 12, although other fonts such as Arial may be used. When choosing a font, always consider your audience. If you are writing to a conservative company, you may want to use Times New Roman. However, if you are writing to a more liberal company, you have a little more freedom when choosing fonts.

Punctuation: Punctuation after the salutation and closing - use a colon (:) after the salutation (never a comma) and a comma (,) after the closing. In some circumstances, you may also use a less common format, known as open punctuation. For this style, punctuation is excluded after the salutation and the closing.

Types of Formal Letters

Write a Request Letter Writing a Letter of Interest (job) Writing a Complaint Letter Writing an Apology Letter Writing a Letter of Appeal Writing an Invitation Letter Writing a Resignation Letter Requesting a Letter of Recommendation Interview Thank You Letters Write a Farewell Letter Writing a Reference Letter

Formal Letter Writing Workshop #1--Request Letter

A request letter is a letter requesting either information or a favor. There are a variety of things you can request when writing a request letter. A good request letter will usually be concise and to

the point. A hard-copy request letter should be written in the business letter format, while an email should be sent in the same format but without the heading (your return address, their address, and the date).

Request Letter Writing

In the opening paragraph, briefly introduce yourself and let the recipient know why you are writing to them.

In the next paragraph, tell the recipient what you are requesting of them along with any pertinent details that would help them to fulfill your request. If you need your request filled by a certain date, be sure to let them know in this paragraph.

In the closing paragraph, thank the recipient for their time/consideration and provide your contact information (if applicable).

Example

764 Cheery Lane Clearwater Falls, FL 23619

September 27, 2015

Mr. Louis Henderson Store Manager The Corner Cafe 273 Main Street Clearwater Falls, FL 23619

Dear Mr. Henderson:

My name is Cathy Pettis and I'm the chair of the Clearwater Falls Elementary School Fundraising Committee. The committee is planning to hold a fundraiser next month to raise funds for this year's field trips and we're looking for donors to help out with providing goods for the fundraising event.

If The Corner Cafe is willing to help donate some coffee and cups, we would greatly appreciate it. Our fundraiser will be held on the morning of October 18th and we're expecting around 200 people to show up.

Thanks for your time and consideration, if you need to contact me with any questions, feel free to call me at 555-555-5555, I'm available to speak between 10am-5pm on weekdays.

Sincerely,

Signature

Cathy Pettis

Formal Letter Writing Workshop #2--Letter of Interest

Letters of interest are written to express your interest in working for a particular company in a specific field. Your letter may be written either in response to a job opening or just to investigate

possible employment.. However, make your letter stand out from the crowd using the following tips:

1. Before you write, do your homework. Research the background of the company and familiarize yourself with their products and/or services.

2. Be sure to find out the name of the individual who does the hiring. Address your letter to his/her attention and use her/his name in the salutation. Simply writing "To Whom It May Concern" and "Dear Sir or Madam" could be considered be lazy or rude.

3. Start your introductory paragraph with the reason you are interested in pursuing employment with this company. Try not to start the first sentence with "I". (See sample letter of interest.) Also, explain what prompted your inquiry, such as a classified advertisement, a media article or interview, or a referral from an employee.

4. In the next paragraph(s), give specific examples of your qualifications. Don't hesitate to indicate the reasons why you would be an asset to the company. Illustrate your skills, strengths, and achievements in a professional, yet personable way. Stay away from strings of abbreviated credentials. These, if you have them, should be on the resume you'll enclose with the letter. Direct the reader to your resume and any other enclosures.

5. In your final paragraph, thank the individual for his/her time in considering you as a new employee. Indicate a precise time when you will contact him/her by phone to follow up on your letter. Also, be sure to let the individual know how to contact you.

A hard-copy interest letter should be written in the business letter format, while an email should be sent in the same format but without the heading (your return address, their address, and the date). Keep your letter short, no more than a single page. Remember to check it thoroughly for errors in spelling, grammar and to be sure it addresses each point you wanted to m

Example (Interest)

421 Liberty St.

Kenyon, MN 55021 June 7, 2007 Ms. Jen Carlson Human Resources DTI 111 Riverfront Ste 325 PO Box - Box 157 Wabasha, MN 55946 Dear Ms. Carlson: Your recent advertisement in the Herald made it clear that customer satisfaction is an integral part of DTI. In addition, my close friend, Paula Chavez who is an employee at DTI suggested that my special talents might benefit your customer service department. Part of my success is because I place a high value on personal integrity and represent both my employer and myself in an ethical and respectable manner. Also, I have a diligence in paying close attention to detail; as a representative of your company I would bring focus not only to the value of your services but also to quality of customer service. Furthermore, I am a hard, smartworking, self-starter who works well in a team environment. I will call you on June 15 to answer any questions about this letter or my resume in the hope of scheduling an interview. If you prefer, please contact me by phone (555) 454-1307 or e-mail, ljones@. Thank you for your time in considering my qualifications. Sincerely, Signature Linda Jones

Formal Letter Writing Workshop #3--Complaint Letter

When writing a complaint letter, you want to keep it short and to the point to help ensure that your letter will be read in its entirety. If you write a seven page complaint letter, it's highly unlikely that someone will sit down and read all seven pages.

The complaint letter should be addressed to the customer service/consumer affairs department or the head office if there is no customer service department. The address and contact information of the customer service department should be available on the company's products or website.

In the first paragraph you should identify what the issue is and any relevant information that you believe is important. Be sure to include the following information if it's applicable to the situation: the date/time of the issue, location, name of person on duty, name of product, what the problem was, your account number, model number, price, warranty information and reference number. Be sure to stick with the facts and avoid putting emotions into your letter.

The next paragraph should state what you would like done to resolve the situation. If you received poor service, you could request an apology or a coupon. If a product malfunctioned, you could request that you could exchange the product for a new one or request a refund.

The last paragraph should thank the reader for the time. You can also throw in some compliments about something you liked about their company's product or service.

You should include your telephone number/e-mail address after your printed name so that they can contact you ASAP if necessary.

Be sure to keep a copy of the letter for yourself and include photocopies of any relevant documents and enclose them with your letter.

Example (Complaint)

65 Market Street Val Haven, CT 95135

June 30, 2014 Customer Service Cool Guy Sports, LLC 8423 Green Terrace Road Guyville, WA 65435 Dear Sir or Madam: I have recently ordered a new pair of soccer cleats (item #6542951) from your website on June 21. I received the order on June 26. Unfortunately, when I opened it, I saw that the cleats were used. The cleats had dirt all over them and there was a small tear in front of the part where the left toe would go. Lastly, and perhaps most disturbing, there was a small blotch of what looked to be dried blood on one of the shoelaces. My order number is AF26168156. To resolve the problem, I would like you to credit my account for the amount charged for my cleats; I have already went out and bought a new pair of cleats at my local sporting goods store so sending another would result in me having two pairs of the same cleats. Thank you for taking the time to read this letter. I have been a satisfied customer of your company for many years and this is the first time I have encountered a problem. If you need to contact me, you can reach me at (555) 555-5555.

Sincerely, Signature Kenny "Soccer Man" Thomas

Formal Letter Writing Workshop #4--Apology Letter

An apology letter shows that you are sorry and says that you value your relationship with the other party. The sooner an apology letter is written and sent out the better it is for the relationship. Depending on the nature of the letter, it can either be written in the friendly or the business letter format. Friendly/Personal Apology Letter

If this is a personal letter you should start the letter by saying that you are sorry to the recipient. Next you should admit your fault and take responsibility for your actions. Next you should volunteer or ask if there is any way that you can help out to resolve the situation. Then you should let the recipient that you will try to make sure that the situation will not happen again. To close off the letter, you should apologize again. When writing a personal apology letter it should come from the heart and be sincere.

Formal/Business Apology Letter

If this is a business letter you should start the letter by saying that you are sorry to the recipient. Next you should give an explanation as to what went wrong. Then you should try to rectify the problem. To close off the letter you should apologize again.

Example (Personal Apology)

68 Looney Lane Nostromo, NE 25385 Apt. 3-D

January 5, 2017

Dear Ripley,

I am sorry about forgetting about our lunch date. It was completely my fault; I was so busy at work that it must have slipped my mind. How about I treat you to lunch next Wednesday at the new Irish restaurant Crean's Cabbage Factory at 12:30PM? I have marked this date in my planner, set reminders on all my phones, and placed various color-coded post-its around my studio apartment. I have also begun a watercolor, charcoaled-pastel self-portrait with a cloud speech bubble reminding me to remind myself that I need to pay attention more. I will never forget again.

Your best friend,

John Ash

Example (Business Apology)

5868 Maple Wood Street Fairfield, CA 37626

November 29, 2014

Mr. Joseph Bicman 358 Noncook Road John's Town, PA 57323

 ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download